ADMINISTRATIVE COORDINATOR 3

State of Louisiana

Baton Rouge (LA)

On-site

USD 40,000 - 55,000

Full time

22 hours ago

Be an early applicant

Application generator

Don’t send a generic resume — generate a resume and cover letter tailored to this exact role.

Get past ATS filters

Benefits offered by this job

Parental Leave

Holidays and Leave

Retirement benefits

Job summary

Louisiana Works in Baton Rouge is seeking an Administrative Coordinator 3 to support the Executive Suite and the Fiscal division. You will handle timekeeping, reception, purchasing, safety coordination, and meeting-room management to keep daily operations efficient.

The Office of Management and Finance oversees budgeting, contracts, HR, and other administrative functions. This role emphasizes attention to detail, reliability, and strong communication to serve internal customers across the

Qualifications

Two years of experience in administrative services.
Timekeeping, reception, purchasing, safety coordination, meeting-room management, and other administrative functions.
Ability to support Executive Suite and Fiscal division operations.

Responsibilities

Timekeeping: maintain time statements, leave tracking and audits.
Reception: greet visitors, answer calls, route inquiries.
Administrative Support: files, records, safety coordination, purchases, inventory.
Meeting Room Coordination: schedule, prepare rooms, resolve conflicts.
Other Duties: perform additional tasks as directed.

Skills

Accepting Direction

Acting Decisively

Communicating Effectively

Demonstrating Initiative

Displaying Professionalism

Focusing on Customers

Making Accurate Judgments

Managing Resources

Thinking Critically

Job description

Office of Management and Finance

Division: Fiscal

Location: East Baton Rouge Parish

Louisiana Works transforms lives and drives prosperity by putting people at the center of everything we do. We provide one seamless door where individualized solutions create new possibilities, proving that when government works for people, Louisiana works for everyone.

Learn More About Louisiana Works

About This Job

Office of Management and Finance

Division: Fiscal

Location: East Baton Rouge Parish

Learn More About Louisiana Works

The Administrative Coordinator 3 will provide administrative and operational support for the Executive Suite and the Fiscal division, assist with timekeeping, reception, purchasing, safety coordination, meeting-room management, and other administrative functions necessary to support efficient daily operations.

The Office of Management and Finance (OMF) oversees the agency’s fiscal operations, budgeting, procurement and contracts, human resources, and other key administrative functions. We provide the internal support and oversight needed to ensure efficient, accountable, and transparent agency operations. OMF does not deliver direct services to the public.

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Acting Decisively: The ability to make timely, confident decisions using sound reason.
Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Demonstrating Initiative: The ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others.
Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.
Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Minimum Qualifications

Two years of experience in administrative services.

Experience Substitution

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Details: Job Duties and Other Information

Timekeeping: Serves as timekeeper for assigned employees using the Personnel Time Manager's Workplace system, ensuring accurate, timely, and certified time statements, prior-period adjustments, FMLA leave tracking, and audit-ready documentation.
Reception: Serves as the primary point of contact, greeting visitors, answering calls, routing mail and deliveries, and directing inquiries to the appropriate staff.
Administrative Support: Provides general support to the Executive Suite and the Fiscal division, including files and records, correspondence, safety coordination, supply monitoring, purchase requisitions, P-Card transactions, and property and inventory records.
Meeting Room Coordination: Schedules and prepares Executive Suite meeting rooms, resolves calendar conflicts, and ensures rooms are stocked and meeting-ready.
Other Duties: Performs other duties and special assignments as directed by the supervisor, appointing authority, or designee.

Position Specific Details

Location: Baton Rouge, La

Appointment Type: Probational / Job Appointment / Promotional / Detail to Special Duty

Contact Information

For further information about this vacancy, contact:

Kedrick Kennedy

kedrick.kennedy@la.gov

Louisiana Works is an equal employment opportunity employer and SAME agency that serves as a model employer for the recruitment, hiring, and retention of individuals with disabilities. Auxiliary aids and services are available upon request to individuals with disabilities

TDD# 800-259-5154

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

Insurance Coverage

More information can be found at https://info.groupbenefits.org/

Parental Leave

– Up to six weeks paid parental leave

More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave

State employees receive the following paid holidays each year:

New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement

State Of Louisiana Employees Are Eligible To Participate In Various Retirement Systems (based On The Type Of Appointment And Agency For Which An Employee Works). These Retirement Systems Provide Retirement Allowances And Other Benefits For State Officers And Employees And Their Beneficiaries. State Retirement Systems May Include (but Are Not Limited To):

Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others

Competency Questions

Describe your experience performing employee timekeeping or payroll-related duties. Include your experience entering, reviewing, editing, balancing, and correcting employee time and attendance records; processing leave; making prior-period adjustments; and ensuring time statements are completed and approved by established deadlines. Identify any timekeeping or payroll systems you have used.

Describe your experience serving as a receptionist or primary administrative point of contact for an office, department, or executive-level area. Include your experience greeting visitors, answering and directing calls, handling correspondence and deliveries, and determining when an inquiry should be referred to management or another area.

Describe your experience with purchasing, procurement, or P-Card responsibilities. Include your experience processing purchase requisitions, making authorized purchases, maintaining supporting documentation, reconciling transactions, monitoring expenditures, and ensuring compliance with applicable policies and procedures.

Describe your experience coordinating official business travel. Include your experience making airfare, hotel, rental vehicle, or other travel arrangements and your knowledge or experience applying PPM-49 (PP49), travel rates, required approvals, supporting documentation, and reimbursement requirements.

Describe your experience coordinating conference rooms, meeting spaces, or events. Include your experience managing calendars, resolving scheduling conflicts, preparing rooms, arranging seating and materials, and ensuring the meeting space is ready.

This position requires balancing timekeeping deadlines, reception responsibilities, purchasing requests, safety requirements, meeting-room coordination, and executive requests. Describe how you prioritize competing assignments when several matters require your attention at the same time. Provide a specific example.

Acting Decisively - How well do you make timely, confident decisions using sound reasoning?

I avoid making decisions, rely on others, and struggle to stay confident under pressure.
I make decisions with help, second-guess myself, and tend to stick with familiar methods.
I make timely decisions, take responsibility for the outcome, and explain my reasoning clearly.
I make bold decisions, adapt quickly, and help lead others through uncertainty.

Acting Decisively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

Communicating Effectively - How well do you share information and ideas in ways that others can understand, relate to, and act on?

I communicate unclearly, use poor tone, and ignore the audience.
I share main ideas clearly and adapt to the audience when reminded.
I communicate clearly, listen actively, and explain complex ideas well.
I craft messages that connect, inspire, and drive action across audiences.

Communicating Effectively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

Focusing on Customers - How well do you understand and meet the needs of internal or external customers?

I struggle to understand customer needs, provide clear information, or resolve issues.
I respond to customer needs with some support and build basic working relationships.
I understand customer needs, communicate clearly, and deliver timely, reliable service.
I anticipate customer needs, build trust, and deliver personalized, proactive service.

Focusing on Customers - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.